The residential aged care readiness checklist

Have you mapped the source records that evidence each of the 7 Strengthened Quality Standards (commenced 1 November 2025)?

The 7 Standards are: (1) The Individual, (2) The Organisation, (3) The Care and Services, (4) The Environment, (5) Clinical Care, (6) Food and Nutrition, (7) The Residential Community. Standards 1–6 apply to all providers; Standard 7 applies specifically to residential care. Each standard has measurable outcomes that must be evidenced from operational records.

Is the evidence drawn from live operational records, not a separate compliance folder?

Assessors expect to see evidence from the systems you use every day — care plans, clinical records, incident registers, complaints log, training records — not from a quality system that exists only for inspections.

Do you run continuous self-assessment, not annual self-assessment?

The new Act treats compliance as a continuous obligation. A once-a-year self-assessment is no longer sufficient. The expectation is that providers identify gaps as they emerge and act on them.

Is every permanent resident's AN-ACC class recorded with an effective date?

There are 13 AN-ACC classes. Class 1 is for planned palliative care entries (NWAU 0.73). Default for new non-palliative entrants is Class 8 until classified. The class drives the variable component of the daily basic subsidy.

Are reclassification triggers identified and acted on within 28 days?

When a resident's care needs change materially, the provider can request reconsideration via the My Aged Care Service and Support Portal. Missing a reclassification trigger means underclaiming for the period the resident's needs were higher than their classification.

Are AN-ACC payments reconciled monthly against Services Australia statements?

Reconciliation matters. The default Class 8 rate paid pending classification is adjusted in the next pay period — a missed adjustment is lost revenue.

Are you tracking direct care minutes against the 215-minute target per resident per day, including 44 RN minutes?

The 215/44 minimum applies since 1 October 2024 under the Aged Care Act 2024. It is a daily-average obligation calculated quarterly. Tracking only the quarterly result means you find out you missed the target three months too late.

Is 24/7 registered nurse coverage demonstrable from rostering data?

Residential aged care homes must have a registered nurse on site at all times, with documented exceptions only in tightly defined circumstances. The rostering system must produce a coverage report showing zero gaps.

Do you act on care minute shortfalls before quarter-end, not after?

If you're under target in week 6 of the quarter, you can still recover by week 13. If you discover the shortfall after the quarter has closed, the breach is on record.

Does every staff member know how to identify a reportable incident across the 9 categories?

The 9 categories are: unreasonable use of force, unlawful sexual contact or inappropriate sexual conduct, psychological/emotional abuse, unexpected death, stealing/financial coercion, neglect, inappropriate use of restrictive practices, unexplained absence, and missing person events. SIRS extends to Support at Home from 1 November 2025.

Is Priority 1 vs Priority 2 determined by outcome, not by severity label?

Priority 1 is defined by the outcome — the incident caused (or had the potential to cause) injury requiring medical or psychological treatment, or the incident is reportable to police. Don't downgrade by labelling 'minor'.

Is the Priority 1 24-hour clock running from 'aware', not 'reported'?

The 24-hour deadline starts from when the provider became aware of the incident, not when the senior team was told. Internal escalation delay is not a defence.

Are Priority 2 incidents tracked to the 30 calendar day deadline?

30 calendar days, not 30 business days. Build the deadline into your incident workflow with countdown alerts.

Is there valid informed consent on file for every restrictive practice in use?

Consent must come from the resident or, if they lack capacity, from their substitute decision-maker. The consent must be specific to the practice, time-limited, and reviewable. Blanket consent is not consent.

Does every restrictive practice have a current behaviour support plan with an active review schedule?

The behaviour support plan must show the trigger, the least-restrictive alternative considered, the practice, the review date, and the staff training requirement.

Are restrictive practice incidents reported to the National Disability Insurance Scheme Quality and Safeguards Commission where required?

The reporting framework varies by practice type. The point is: if a practice is in place, you must know what reporting it triggers.

Are you collecting data across all 14 mandatory Quality Indicators throughout the quarter?

The 14 indicators (per QI Program Manual 4.0): pressure injuries, restrictive practices, unplanned weight loss, falls and major injury, medication management, ADL, incontinence care, hospitalisation, workforce, consumer experience, quality of life, enrolled nursing, allied health, lifestyle officer. Late or non-submission is a compliance matter.

Are submissions made into GPMS by the 21st of the month after quarter-end?

The deadline is the 21st of October, January, April and July. Statura tracks the deadline per quarter and surfaces countdown alerts so providers aren't caught out.

Does the clinical lead sign off the QI submission before it goes in?

QI data feeds the Quality Measures domain of the public Star Ratings. A signed-off submission means the clinical lead has personally reviewed the numbers — not just received an email asking them to.

Are all room prices at or below the MPIR-derived maximum?

Prices above the cap are an overcharge. The cap moves when the Department publishes a new MPIR (currently 7.96% from 1 April 2026 to 30 June 2026). Internal pricing tables must update as the rate updates.

Are RAD-to-DAP conversions calculated using the MPIR formula, not a provider-set rate?

The DAP equivalent of a RAD is set by formula. Applying your own conversion rate overcharges residents who choose DAP.

Are RAD refunds tracked to the statutory deadline with the correct interest rate applied?

During the legislated refund period the Base Interest Rate (BIR) applies (currently 3.25% from 1 April 2026). After the deadline, the higher MPIR applies. Track every departure with a refund deadline alert.

Are quarterly and annual financial reports submitted on time and signed by the responsible person?

QFR submissions feed AN-ACC supplementary calculations and the published star rating Compliance domain. Late submission is a compliance issue in its own right.

Are RAD liabilities held in compliance with prudential standards (liquidity, governance, disclosure)?

RADs are protected funds. Providers must maintain minimum liquidity, run prudent investment policies, and disclose to residents. Failure here is a high-severity compliance breach.

Are RAD permitted uses tracked per resident and per facility?

RAD funds may only be applied to permitted uses — capital works, refurbishment, retiring debt for capital purposes, and certain investments. Mis-use is recoverable as a debt to the resident's estate.

Is every responsible person on the register with their suitability assessment on file?

The Aged Care Act 2024 introduces an 11-matters suitability test for individuals in positions of influence. The register is not optional — it is a registration condition for the provider.

Are change-of-circumstance triggers (criminal conviction, bankruptcy, regulatory action) acted on within the prescribed timeframes?

When a responsible person's circumstances change in a way that may affect suitability, the provider must reassess and notify the Department. Missing this is a registration breach.

Does the governing body have visibility of compliance performance, incident trends and QI data?

Governing body members can be personally exposed under civil penalty provisions if they cannot demonstrate they have discharged their oversight obligations. Active visibility into compliance is the defence.

Are NDIS Worker Screening Checks current for every direct-care worker?

Expired checks mean the worker cannot deliver care until renewed. Use a screening expiry calendar and block rostering for expired workers automatically.

Is mandatory training (manual handling, infection control, first aid, dementia) tracked per worker with renewal dates?

Out-of-date training surfaces in ACQSC assessment contacts. The renewal calendar should drive rostering and training assignment, not the other way around.

Are SCHADS Award rates, penalty rates, allowances and minimum engagements being paid correctly?

SCHADS minimum engagement is 2 hours casual/PT or 3 hours full-time. Sleepover, public holiday, broken shift and night-shift allowances must all be paid where applicable. SCHADS errors are costly underpayments.

Do you know your current star rating across all four domains (Compliance, Residents' Experience, Staffing, Quality Measures)?

The public rating on My Aged Care is what families see when they're choosing a home. The four domains have different weightings — Compliance and Residents' Experience drive the highest impact.

Are residents' experience interviews scheduled and the results triaged?

The Residents' Experience domain depends on interview data. A poor result here drags the overall rating down regardless of clinical performance.

Are improvement actions tied back to specific star rating drivers?

Generic 'continuous improvement' doesn't move the rating. Improvements should target a specific QI, a specific compliance gap or a specific experience theme.

Could you produce evidence for any Strengthened Quality Standard outcome within 15 minutes of being asked?

Assessors will ask. The answer 'I'll need to find that' tells them the evidence isn't being maintained continuously.

Is the residents' rights statement displayed and accessible in resident-friendly formats?

The Statement of Rights is a centrepiece of the Aged Care Act 2024. It must be visible and the rights it confers must be respected in practice — assessors will test both.

Is the complaints register up to date and showing closed-loop responses to every complaint?

An open complaint without a documented resolution is a finding. Assessors will pull the complaints register early in the visit.

Are incident trends, QI trends and clinical indicators reviewed by the governing body at every meeting?

Board minutes that show active engagement with quality data are the strongest defence against an enforceability finding under the new civil penalty regime.